ITB_-_Checklist.docx

Invitation to Bid Checklist

(ITB)

ITB No. _______________________________________________Date: ______________________________ Solicitation Name: __________________________________________________________________________ Department Director: _______________________________________________________________________ FDOT Project: ☐ Yes ☐ No ☐ In-House Project or ☐ Outside Consultant Design ☐ Department Director to Begin Process Date: ___________________ ☐ Request to Initiate ITB Process Memo ☐ Brief Scope of Work (for advertisement), Bid Schedule, Plans, Full Scope of Work – Technical Specifications, Supplementary Conditions & any other documentation for solicitation (provide electronically).

Note: FDOT projects will also have checklist form to complete

IMPORTANT Update Log at each Milestone

☐ Send electronic Draft to Department Director, Project Manager, Ben Few, Risk Management Consultant – ben@benfew.com and

☐ Complete ITB Solicitation Documents ☐ Incorporate any comments (from Procurement Mgr/Department Director and/or FDOT) ☐ Assign: Note: Projects that are under $500,000

(See below News Press deadlines)

(21 day project – set like 9 days – 30 day project – set at 14 days) ☐ Question Deadline: ________________________ @ 10:00 a.m.

(21 day project – give 2-3 days after pre-bid – 30 day project – give 4-5 days) ☐ Submittal Deadline __________________________________ @ 2:00 p.m.

(Reminder project costing under $500K requires 21 days from Advert to Deadline and over $500K requires 30 days) ☐ Green Sheet to City Council: ___________________________________

Email to FDOT final ITB Doc for file ☐ Time to Advertise ☐ A solicitation will be advertised if the projected project cost is over $200,000.00 ☐ Email Advertisement to FNPLEGALS@Gannett.com & jpeace@gannett.com (ask for proof/cost & charge to P-Card) ☐ Receive Proof from News Press (project specific should be charged to the department requesting and annual/continuing contracts to Procurement). Approve proof back to News-Press and confirm payment via p-card by obtaining a receipt showing the advertisement was paid via p-card. Must have receipt.

☐ Provide Admin Assistant copy of receipt for final processing payment. Write budget #, solicitation # and the name on the p-card on the receipt News Press Schedule

Note: If FDOT project provide proof & receipt to Contracts & Grant Specialist ☐ Set-Up Important Dates on Calendars ☐ Department Director/Consultant to Calendar Invite ☐ CFMPurchasing to Calendar Invite ☐ Pre-Bid Conference & Location: _______________________________________________ ☐ Question Deadline ____________________________________________________________ ☐ Submittal Deadline ____________________________________________________________ ☐ Day of Advertisement (1st thing in the morning) ☐ Post PDF ITB Documents on Planet Bids https://www.planetbids.com/hub/hub.cfm

☐ Attend Pre-Bid Conference (if required). Must be recorded (audio)

☐ Post recording on PlanetBids ☐ Note: If any questions are received through CFMPurchasing “prior to assigned deadline date” compile list for PM and then email list.

Note: FDOT will need to approve all material addendum changes prior to posting.

☐ Bid Responses – Submittal Deadline Day ☐ Open each Bid thru PlanetBids received by 2:00 p.m. – will need to be via zoom - (will need a staff member to sit w/to witness and write down information being read aloud – Any Bidders that have signed in will need to put their name and company name on record. Will need to read aloud:

· Company Name

· Bid Form completed and signed and sealed

· All Forms have been provided and signed

· Read total amount of the bid from the bid schedule ☐ Save each Bid into your project file ☐ Prepare Overview of Bids and verify unit prices for errors and verify final total amount ☐ Procurement Rep is responsible for verifying the contractor names on the suspension/ debarment Convicted Vendor List via SAM website ☐ Prepare Final Bid Tabulation Note: For a FDOT project: If fewer than 3 bids are received must notify FDOT prior to proceeding ☐ Once review and tabulation is completed copy each bid to the Global (S:) Drive under “Procurement Services Division”, “INVITATION TO BIDS”, create project file with project # and title ☐ Notify and provide to the Department Director and/or Consultant instructions for reviewing the Bids received, final copy of the Bid Tabulation and the standard Recommendation of Award blank memo.

Note: For a FDOT project: It is the responsibility of the Project Manager to provide FDOT with the bid responses and a recommendation to award a Contractor Once the Department Director has received FDOT approval of the recommended contractor provide Procurement with copy of approval.

☐ Project Sponsoring Department to complete Recommendation of Award and

(i.e., company name/contact/email) ☐ Prepare green sheet for City Council approval thru PEAK utilizing the one of the following motions ☐ Approve award of Invitation to Bid No.: 0000-20, Project Title – FDOT Project #______, to the lowest responsive and responsible Bidder, Contractor full name, in the amount of $_______________.

Also authorize Mayor & City Manager to executed contract upon receipt.

Attachments to green sheet: Contractor Bid – Final Bid Tabulation and Proposed Contract ☐ After Council Approval ☐ Procurement will notify the awardee of the award and provide Vendor with the final contract with instructions as follows:

· Review Contract

· Sign and seal Contract

· Provide current Certificate of Insurance (COI) w/all endorsements

· Return fully executed documents above to Procurement Services for final processing ☐ Procurement will review Contract &COI for completeness and compliance – ☐ The final contract/agreement needs to be emailed to the Department Director and sponsor department for review prior to routing in Peak.

☐ Procurement will prepare COI Pre-Approval Form and email it along with the Vendor’s COI for approval to the City’s Insurance Consultant and cc: City Risk Manager ☐ Once the approval of COI has been received in Procurement – Procurement will incorporate the approved documents into the final Contractor contract.

☐ After Council approval provide City Clerk with contractor executed Contract for City processing of final signatures (City Attorney, City Manager, Mayor and City Clerk) City Clerk returns fully executed Contract to Procurement by email.

☐ Procurement is responsible for transmitting the fully executed agreement to the Vendor, Department Director & FDOT with standard email ☐ Department can now enter Requisition issued through the Eden System.

☐ Upload Contract to PlanetBids once is fully executed.

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